General Terms and Conditions for Events and Group Reservations for The Hotel Maria (SC Hotels Operations Oy)
If the reservation consists of at least six (6) rooms, or is made for at least six (6) people, it is considered as a group reservation. In such a case, the terms and conditions for group reservations will apply unless otherwise agreed.
There is no minimum amount of participants for meeting and event bookings, in which cases the number of guests can also be less than six (6).
Bookings for meetings and group reservations are made directly to . When the booker confirms the reservation in writing and our Sales Department confirms the booking, the reservation will be valid and binding to the booker. When making a reservation, the customer must provide their own or the company’s name, email address, phone number, the group’s arrival and departure times and payment method. The hotel has the right to apply various rules concerning the reservation fee and credit card guarantee. The booker is always responsible for the reservation made (see section 12).
At the time of confirming the reservation, the booker must provide credit card details to guarantee the reservation. This is done through a secure guarantee link sent via email. The Hotel Maria has the right to reserve an agreed amount on the credit card. The hotel does not accept credit card information by phone or email. In corporate bookings, the invoicing right is checked and granted on a company-specific basis.
The payment method must be agreed upon when making the reservation. In general, groups will be charged on one invoice. The booker can choose to pay by credit or debit card, cash, advance payment or gift card. If an invoicing agreement has been made between the booker and the hotel, the booker can be sent a full or partial advance invoice for the reservation. Post-invoicing is only possible for companies, and is always agreed upon on a company-specific basis.
Minimum amount billed is 1.000 euros, and the invoicing fee is 25 euros per invoice. The advance payment schedule is agreed upon in writing in advance with the booker. If the payment is not made by the due date, the hotel reserves the right to cancel the reservation.
The booker is responsible for all reservation-related costs unless otherwise agreed. The Hotel Maria reserves the right to change the payment method if there is a significant change in the company’s credit rating.
Billing is based on the confirmed number of customers. If the final number of guests is greater than the confirmed number, the booker will be charged for the amount actualized.
Name list must be provided to the hotel no later than 14 days before the arrival date. The list has to include the following details:
Information regarding the event must be provided to the hotel at least 14 days prior to the event. The following details should be included:
Group reservations and events are priced on a case-by-case basis. The validity period for the defined price will be stated in the offer. All prices are in euros and include value-added tax in accordance with the current Finnish tax rates. Prices on the website are only valid for online purchases. The hotel reserves the right to price changes.
If the reservation made by the booker is for at least six (6) rooms or six (6) people, it is considered a group reservation. In such a case, the cancellation policy for group accommodations will apply. If the customer has not canceled the reservation or has not shown up, the hotel reserves the right to charge the full price of the reservation. The same applies to situations, where the customer arrives late or departs earlier than agreed. Details regarding the cancellation fee are specified below.
| Charge of the total value of accommodation quota and additional services | 1–14 rooms | 15–29 rooms | 30–49 rooms | 50+ rooms |
| No charge | 14 days | 30 days | 60 days | 90 days |
| 50 % | 7 days | 14 days | 30 days | 60 days |
| 100 % | 3 days | 7 days | 14 days | 30 days |
If a guest or their close relative encounters a sudden illness, accident, or death, the guest has the right to a refund. Cancellation must be made before the start of the accommodation. Additionally, The Hotel Maria must be provided with a medical certificate or other evidence verifying the cancellation reason within 14 days of the withdrawal. A late-provided certificate, cancellation during the stay or interruption of the vacation does not entitle the guest to cancel the reservation, make changes nor receive compensation. We recommend that the customer has a valid travel insurance.
All cancellations must be reported in writing to our Sales Department. The hotel has the right to modify the above conditions, and in these situations, different conditions will be confirmed during the offer phase. The conditions may also vary seasonally.
The hotel provides a reservation code of the room block to the booker, which can be used to book rooms according to availability. When reserving a room, customer will be informed of the validity period of the reservation code. The hotel has the right to unilaterally close the block if necessary. A single room reservation can be canceled free of charge 72 hours prior to arrival. Participants can book their rooms by calling, via email, or using the reservation code provided on the hotel’s website. Credit card details are required to confirm the reservation.
If the hotel is booked beyond its capacity, the hotel will arrange new room reservations and pay for transportation to the alternative hotel.
If a customer has not canceled the reservation or has not shown up, the hotel has the right to charge the full price of the reservation. The same applies if the guest arrives late or leaves earlier than agreed upon. For services provided by subcontractors, cancellation policies will be specified separately at the time of booking. The detailed cancellation fee conditions are outlined below.
| Charge of the total value | 1–14 participants | 15–29 participants | 30–49 participants | 50+ participants |
| No charge | 14 days | 30 days | 50 days | 70 days |
| 50 % | 7 days | 14 days | 30 days | 50 days |
| 75 % | 3 days | 7 days | 14 days | 30 days |
| 100 % | 1 days | 3 days | 7 days | 14 days |
If the hotel is booked for private events, cancellation terms and fees will be agreed separately.
If a participant or their close relative encounters a sudden illness, accident, or death, the participant has the right to a refund. Cancellation must be made before the start of the event. Additionally, The Hotel Maria must be provided with a medical certificate or other evidence verifying the cancellation reason within 14 days of the withdrawal. A late-provided certificate, cancellation during the event, or interruption of the vacation does not entitle the customer to cancel the reservation, make changes nor receive compensation. We recommend that the customer has a valid travel insurance.
All cancellations must always be reported in writing to our Sales Department. The hotel has the right to change the above conditions, and in these situations, deviating conditions are confirmed during the offer stage. The conditions may also vary seasonally.
The customer has the right to change the confirmed number of people for the event after the confirmation of the reservation, according to the following terms:
All changes and transfers must always be reported in writing to our Sales Department. If the number of participants changes, the hotel has the right to allocate another space to the organizer and renegotiate the details and costs of the event. Other reservation changes are also considered on a case-by-case basis and subject to availability.
The booker is primarily responsible for all damages caused by the group participants to the hotel property and its assets. This also includes the equipment, staff, and performers of the booker and the group reservation. The booker is fully responsible for the reservation made.
In addition, the booker agrees to bear the cost of special arrangements (such as special permits, decorations, program, and exceptional technical equipment) unless agreed otherwise. Separate permission for photography must always be requested separately from the hotel.
The booker and the group participants undertake to comply with the hotel’s rules and staff instructions regarding the use of the hotel’s premises, furniture, and equipment.
The Hotel Maria has the right to cancel the reservation due to compelling reasons, i.e. Force Majeure. In such cases, the hotel can not provide promised services, due to for example strikes, fire, water damage, natural disasters, war, or any other factor that hinders the hotel’s operation. In these situations, the customer’s advance payment will be refunded.
The customer has no right to transfer the agreement to a third party without the consent of The Hotel Maria.
Updated on 14 April 2023
